Chapter 2. CURRENT SITUATION OF CONSIGNMENT DELIVERY AT
2.1.6 Function and duties of departments
The Director is the person with the highest executive position in the company, responsible for managing the business organization and overseeing the activities of the company, accountable to the Board of Directors. The Director exercises the following rights and responsibilities:
- Deciding and implementing daily tasks related to the company's work
- Managing, supervising, and directing daily business and transportation activities
- Deciding on salaries and allowances (if any) for employees in the company - Deciding on business contracts
- Recruiting, hiring, and utilizing labor resources - Managing all of the company's assets
- Setting direction, building, and implementing ideas for developing business services
- Training, developing employees and motivating work spirit.
Forwarding department
The department is responsible for arranging the transportation of goods and materials across international borders, including handling customs documentation, regulations, and requirements.
- Freight rates: The forwarding department is responsible for negotiating and securing the best freight rates for the company's clients. This requires an understanding
of the various factors that influence freight rates, such as the weight and size of the cargo, the mode of transportation, and the destination.
- Logistics coordination: The department must coordinate the entire logistics process, from arranging for transportation to overseeing the loading and unloading of cargo.
- Carrier selection: The department is responsible for selecting the best carriers for the company's shipping needs. This requires an understanding of carrier routes, transit times, and delivery schedules.
- Documentation: The forwarding department must ensure that all documentation, including bills of lading, commercial invoices, and packing lists, are accurately prepared and submitted to the appropriate parties.
- Supply chain management: The forwarding department plays a key role in managing the company's supply chain, including optimizing transportation routes, identifying cost-saving opportunities, and minimizing the risk of supply chain disruptions.
Administrative department
The Administrative Department is responsible for managing the day-to-day operations of a company and providing support to other departments. Here are some additional functions and duties of the Administrative Department:
- Managing the company's budget and finances, including bookkeeping, financial reporting, and preparing financial statements.
- Maintaining company records and ensuring compliance with legal requirements such as tax laws, labor laws, and other regulations.
- Coordinating and scheduling meetings, events, and appointments for senior management and staff.
- Providing administrative support to other departments, including processing paperwork, data entry, and maintaining office supplies and equipment.
- Handling incoming and outgoing correspondence, including email, mail, and phone calls.
- Managing the company's human resources functions, including recruitment, hiring, and onboarding of new employees, as well as managing employee benefits and payroll.
- Developing and implementing company policies and procedures to ensure a safe and productive work environment.
- Managing office security and access control, including monitoring visitor access and maintaining security systems.
- Coordinating travel arrangements and accommodations for company employees and clients.
- Handling any other duties and responsibilities as assigned by senior management.
Logistics department
The logistics department directly handles customs declaration, cargo handling, domestic transportation tasks, provides advice and quotes freight rates for customers, and provides other related services for the company.
- Inventory management: The logistic department monitors and manages inventory levels to ensure that products and materials are available when needed.
- Transportation management: This involves coordinating the movement of goods between suppliers, warehouses, and customers. It includes selecting carriers, negotiating rates, and tracking shipments to ensure they arrive on time.
- Warehouse management: The logistics department oversees the operation of warehouses and distribution centres. This includes managing inventory levels, organizing storage, and ensuring orders are picked, packed, and shipped accurately.
- Supply chain management involves coordinating the flow of goods and information between suppliers, manufacturers, and customers. It includes managing supplier relationships, optimizing logistics processes, and monitoring performance metrics.
- Customs compliance: If a company operates internationally, the logistic department is responsible for ensuring that shipments comply with customs regulations and that all necessary documentation is in order.
- Cost control: The logistics department manages logistics costs and optimises logistics operations to minimize costs while maintaining service levels.
- Customer service: The logistic department works closely with sales and customer service teams to ensure that customers receive accurate information about their orders and that any issues are resolved quickly and efficiently.
Accounting department
The accounting department ensures tasks related to accounts receivable and accounts payable for domestic customers.
- Managing accounts payable and accounts receivable: This involves recording and managing all financial transactions, including paying bills and invoicing customers.
- Preparing financial statements: The accounting department is responsible for preparing financial information such as balance sheets, income statements, and cash flow statements that provide an overview of the company's financial health.
- Managing payroll: The department manages the company's payroll, including calculating employee wages, taxes, and other deductions.
- Budgeting and forecasting: The department helps to create and manage the company's budget and forecast future financial performance.
- Conducting audits: The department may perform internal audits to ensure compliance with accounting principles, financial regulations, and company policies.
- Financial analysis: The accounting department may analyze financial data to provide insights into the company's financial performance and make recommendations for improvement.
- Tax compliance: The department ensures that the company complies with tax regulations and prepares and files tax returns.
- Inventory management: The department may also manage inventory and track the cost of goods sold.